OTR STAFF MEETING THURSDAY, 30 OCTOBER 1975, 1400 HOURS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP81-00896R000100010052-0
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 5
• Document Creation Date: December 9, 2016
• Document Release Date: June 27, 2001
• Sequence Number: 52
• Publication Date: October 24, 1975
• Content Type: AG

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2 4 OCT 1qyS
OTR Staff Meeting
Thursday, 30 October 1975, 1400 Hours
1. OTR Position Descriptions STATINTL
Position Management and
Compensation Division,
Office of Personnel
2. Minutes of the 2 October 1975 Meeting
3. Local Travel Expenses of OTR Staff Personnel and Students
4. Use of Overtime in OTR Components
I^ ~.T I= Cam, I,Y
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SUBJECT: Minutes of the 2 October 1975 OTR Staff Meeting
1. The OTR Staff Meetingaof 2 October 1975 convened
at 1400 hours and concluded at 1520 hours.
2. The discussion of the Minutes of the 18 September
1975 Staff Meeting centered around the following points:
a. Item 5a. reported that his survey of
capability t~Ele rses had come up in the
pout this date. He noted that the report was not optimistic,
particularly on the support side. The DDTR will read it and
determine whether to forward it to the Curriculum Committee.
b. Item 5b. Chief, PRS, reported that the group
assigned to wor oc n tie proposed OTR newsletter had met
earlier in the day. The Secretary, who had been appointed
temporary Chairman of the group, outlined the discussion.
Initially, contributions will be accepted up to the Secret
level. Each member of the group will solicit articles from
their Unit. The group will meet again on 23 October to go
over the contributions. The projected schedule is to try to
have this initial newsletter published before the end of the
year. Chief, PRS, noted that a draft will be forwarded to
the DTR for approval prior to publication. The DDTR suggested
that each item be classified separately to facilitate publica-
tion of a version at a lower classification, if desirable.
c. Item Sc. The DDTR urged the Unit Chiefs to
use the classified bulletin board at Headquarters. He
suggested that reminder notes about courses listed in the
catalog but for which no Special Bulletins were put out
STATINTL might be put on the board. suggested putting
the Special Bulletins on the boar since these notices do
not always reach all the people they should.
d. The Minutes were approved.
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3. The DDTR opened the discussion of the Registry by
noting that an earlier schedule for putting material in the
Registry had been suspended, pending distribution .of a new
Records Control Schedule. He pointed out the range of
options for a Registry--from a minimum of official records
to complete files of all components. At a minimum, record
copies of important communications should be in one place..
Chief, FTD, stated that the Registry should not contain all
OTR files and the members agreed. The DDTR suggested that
correspondence coming from the outside, correspondence
originating in OTR and important internal papers should be
put there. He noted that O/DTR, CTP, PRS and II have already
gone through their files and put official records in the
Registry; he urged the other Units to do so. The members
discussed the kinds of material which should not go in, such
as course reports, student information and personnel informa-
tion. The Minutes of Staff Meetings and Curriculum Committee
Meetings should be in Registry. It will be up to the Unit
Chiefs to decide, using the rule of. reason, what other
material will go in and insure that their senior subordinates
know and understand that policy.
4. The DDTR suggested that the Units put material
selected for Registry into subject folders so Unit personnel
will be able to retrieve documents. In response to a question,.
noted that the OTR Program Call is in the Registry
an' there is no need for individual Unit contributions to be
put in. - questioned whether this would affect _ STATINTL
The DDTR expressed doubt that it would, but noted that theSTATINTL
interrelationship of the OTR and M Registries probably
should be studied in more detail.- Chief, FTD, suggested
that someone from each of the three Units still to put
material in the Registry should discuss with the Registry
staffers the best way to conform to their needs. On the
question of access to the files, the DDTR noted that a good
Registry person should know who should have access to
particular files. In view of the concern expressed, he
suggested that some written guidance on this subject should
be given to the Registry.
5. Chief, PRS, stated that the important point in all
of this was to ensure that material does not get lost. The
DDTR suggested that, at some future Staff Meeting,, it would
be worthwhile to have a Registry person come in and explain
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procedures and-any problems encountered. Chief, TSS, stated
that papers on which action was occurring should not go to
Registry until the action was completed. Chief, PRS, questioned
whether a copy of each action paper could be filed by Registry
upon receipt. The DDTR suggested that this procedure be
explored. The Secretary was asked to set up a schedule for
FTD, LLC, and TSS to put material in the Registry. (Action:
Secretary, FTD, LLC and TSS.)
6. Chief, PRS, started the discussion of soft files
by distributing a suggested list of materials to be maintained
in the soft personnel files. He recalled that some time ago
the Unit Chiefs had gone through the soft files of the
people in their Units and paper-clipped items to be removed.
By now most of the paper clips have fallen off. Chief, FTD,
noted that the list designated only the latest three Fitness
Reports for retention. The DDTR stated that the Career
Board uses the soft files in their deliberations and therefore
should have all Fitness Reports available. Chief, PRS,
suggested that a schedule be set up over a period of six
months for the Unit Chiefs to go through these files. The
Unit Chiefs will receive a list of their personnel and
should notify PB/TR when their review is completed.
stated that the files could be reorganized at the same time.
Chief, PRS, suggested that
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a up .L set of files, one of which could be destroyed.
He also discussed the problem of interview reports, based on
access to the files via the Privacy Act. He proposed a
revised procedure for handling certain of these papers.
Chief, PR'S, suggested. that each Unit .Chief whose files are
organize a program for accom is ing is, It was noted STATINTL
that these files include personnel. will send
his Personnel Of ' up review these. Action:
noted STATINTL
7. The DDTR noted that there is no biographic profile
in the files of contract personnel. This makes it very
difficult to rank them. He suggested that an effort be made
-to obtain these and put them in the files. He emphasized
that the program of reviewing files should move ahead.-
8. Chief, CTP, noted that rejected applicant-files in
his Unit are also on microfilm. This would appear to represent
d
v v t.. Y,.+40.1~T
about any problem areas... The. Secretary. was ,requested~to:
L`- already
exist. raised the problem of student evaluations in
problem (Action: Secretary.)
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STATINTL 9. reported that since the time the discus-
sion of the PMCD evaluation was put on the Agenda the start
STATINTL of the evaluation had been moved back to early 1976. A
representative of PMCD will visit on 7 October to discuss
procedures for the evaluation of Public Works. STATINTL
stated that the LOI, Position Description and Fitness Report
will be the most significant documents for this evaluation.
The LOI's must be up-to-date and Unit Chiefs now have 90
days to ensure they are current. On approximately 1 November
STATINTL the Unit Chiefs will be briefed by PMCD on procedures.
will distribute a form to be filled out for the
osition Descriptions. This form is not the Description
itself but merely provides the basis for the Office of
Personnel to prepare the Description. The DDTR stated his.
feeling that the forms should be distributed as soon as
STATINTL possible. He also recalled that a job audit of OTR was done
a couple of years ago. reported that the forth-
coming evaluation is base on a DCI objective that all
positions will be audited. The members then clarified
responsibilities for the preparation of LOI's. A discussion
of the PMCD evaluation will be placed on the Agenda of a
November Staff Meeting.- (Action: STATINTL
10. Chief, PRS, asked the group to discuss implemen-
tation of the recruitment plan. Chief, CTP, stated that his
requirements have been forwarded to the recruiters and that
they were also briefed during the Recruiters' Conference.
The DDTR recalled that Units had been asked by a DTR memo to
identify potential MT careerists. He asked the Unit Chiefs
to identify potential careerists to Chief, PRS, in the next
two weeks. Chief, FTD, suggested that a list of rotatees
year by year would be useful in this effort. Other possible
sources discussed were guest lecturers in OTR courses,
former Midcareerists, summer interns, and Career Trainees.
(Action: Unit Chiefs.)
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ecretary
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